8. Closeout
Process
- For expiring awards, PI/DRA will finalize and discontinue all expenditures (payroll, P-Card, travel, encumbrances, subcontracts and subawards) and all recurring charges (IT, cell, etc).
- PI/DRA prepares any accrued annual/sick leave payout for employees terminated prior to end date of the project.
- PI/DRA approves final invoice and/or financial report for submission to sponsor. RFM submits to sponsor.
- PI works with Sponsored Research to ensure that all deliverables have been met and non-financial (technical, property and Intellectual Property) reports have been completed according to sponsor and university guidelines.
- RFM prepares final releases, if applicable and submits to Sponsored Research for signature and submission to sponsor.
- PI/DRA works with RFM to resolve over-expenditures, if needed.
- RFM provides roll-over analysis reports to PI/DRA for fixed price projects.
- After all expenses are accounted for and payments received, RFM inactivates chartfield and enters retention milestone.
- PI/DRA maintains records until receipt of notification from RFM to purge.
Forms
- ASFs- Appointment Forms
- Gems Payroll Distribution Form
- Journal Entry Spreadsheet
- Payroll Retroactive Expenditure Transfer (RET)
- IT/LD request
- PERT reports
- Key Request/turn in forms
- RFM Spreadsheet
- Sponsor and University specific final financial and non-financial reports
